Getting started
Getting started in your new role
As a new staff member, you will be introduced to the University and your workplace on your first day of employment.
While your supervisors and colleagues will help you with information relevant to your workplace and role, this page outlines university-wide information you need to know, including emergency procedures, parking and driving on campus, and work health and safety.
Mandatory workshops for new staff
All staff
The following induction and orientation program is delivered online and is mandatory for all new fixed term and continuing staff. This is allocated automatically via the Staff Learning Portal.
Academic staff
New academic staff are required to attend mandatory programs. Select from the below for more information.
Research staff
All new academic and research staff are required to attend the following program.
Supervisory staff
Staff members in roles with supervisory responsibilities are also required to complete the following programs.
Staff involved with overseas students
New staff involved with marketing, recruiting and advising overseas students are required to complete the ESOS compliance program to understand their responsibilities under the Education Services for Overseas Students (ESOS) Act 2004.
Getting set up
Your letter of offer will identify who has been appointed as your supervisor. Your supervisor is responsible for making sure you receive the information and support you need to perform your role effectively. You should meet with them as early as possible.
You need to inform your supervisor:
- if you are going to be absent from work due to sickness or other issue,
- if you are working away from the campus or your usual location,
- of your personal contact details including who to contact in an emergency situation, and
- of any medical issue which may affect your work performance
Talk to your supervisor about how they would like you to notify them of absences.
This can include phone call, email and text message.
Your Flinders Authentication Name (FAN) is the key to accessing your computer and digital services at the University.
If you have provided your employment paperwork to People and Culture prior to your commencement date, your supervisor should be able to obtain your FAN from People and Culture.
You need to activate your FAN and create an acceptable password before you can access your computer. You will receive an SMS message with your payroll number and instructions for activating your new FAN at 9am on the morning of your first day of employment.
You can find further details at access digital service at Flinders.
Okta is the central portal through which you access your University IT applications. The Okta Dashboard connects you to your applications quickly and reduces the need for you to log in to each separately.
Setting up your work environment so that is comfortable and suitable for you is vital to ensuring your safety at work.
Download and complete the workstation checklist to assist you in setting up your workspace in the correct manner for you.
You can find more information on setting up your work area here:
You will be supplied with a computer for work purposes. A range of software is available to you dependent on the needs of your role.
View computers and software for further information.
If you need assistance contact the Service Desk on 12345.
Training and support is provided for specific software programs through a number of areas. Click on the links below for more information:
- Learning and Teaching Innovation provide training for Microsoft products, teaching and learning systems (FLO and Teams), website content (CMS) and others. You can book into training through this webpage using the course calendar button.
- Student Systems provide support and help for Student Two, InPlace, Parature and Exam Scheduler.
- Finance Systems provide support and training for TechOne, BasWare and Credit Card processing.
You will be supplied with a desk phone for work purposes.
View desk phones for further information.
If you need help contact the Service Desk on 12345.
Using your phone and setting up voicemail
The Flinders University phone system is provided for business purposes. The cost of all calls are charged to the College or Portfolio division which has ownership of the extension.
External calls can be made by dialling “0” followed by the number.
Check your entry in the staff directory to make sure your name, phone number and email address are correct.
You will need to set up your voicemail. Find guides and further information on the voicemail page.
Flinders University email is hosted by Microsoft and includes email and:
- access to calendars that allow you to make appointments and set up meetings with other staff
- contacts and distribution lists
- a task list to help you with organising and progressing your tasks and activities
All employees have a Flinders University email account in this format: givenname.surname@flinders.edu.au
For example: john.smith@flinders.edu.au
You need to make sure your email signature block complies with University standards.
Find instructions in the email signature guidelines.
Staff identification cards are arranged at the Bedford Park campus.
These cards are used to identify you when you are on-campus, to gain after-hours access to your building and to borrow resources from the Central Library.
You can organise your staff ID card by visiting Flinders Connect, Level 0, Central Library building. Please ensure you bring your payroll number and current photo identification.
If you are located outside the Adelaide metropolitan area, please discuss staff ID card requirements with your supervisor.
Academic staff
The Enterprise Agreeement provides information on provides information on workload management and absences. It is recognised that the nature of academic work allows some flexibility as to the location where the work is carried out. Academic staff are, nevertheless, expected to be available at their designated workplace for reasonable periods of time. When academic staff are not on campus, but on duty, they must be contactable.
Professional staff
For professional staff, the Flexible working hours procedures policy outlines information regarding hours of duty, on-call, overtime and breaks. Flexi-time allows professional staff to adjust their working hours to manage their work/life balance.
All professional staff up to and including HEO7 classification are required to record the time they work each day. Most professional staff will use an electronic timesheet to record their hours. Speak with your supervisor to find out their expectations for local time-keeping arrangements.
Workday is the web-based solution used to view and manage employee information
Workday is used by staff for:
- viewing and printing payslips and payment summaries
- booking leave (recreation, sick, long service and special paid leave)
- viewing leave balances and bookings
- viewing and changing personal information and bank details
- viewing organisation charts and reporting relationships
- entering casual timesheets for Professional staff
- viewing and changing qualification and EO information.
You can log in to Workday via the Okta Dashboard.
Once you have logged into Workday, the application menu will appear on the right of your screen which will give you access to your personal information.
If you are a supervisor, you will have access to additional menu items to manage your staff.
You can find more information in the Workday user guides.
A range of service requests are available to you through Service One, the online service request tool.
Service One has three service categories with a range of service requests that continue to expand:
Educational services (eg a library query, a timetable change, a copyright query)
Research services (eg creating an ISBN, a research project milestone, employing a research assistant)
- General services (eg a maintenance request, a stationery order, an invoice status)
You can log in direct to Service One or access it through Okta, the Flinders dashboard.
For more information and support visit the Service One page.
Non-teaching room bookings
View the room booking page for more information on how to book rooms or spaces for non- teaching purposes such as staff meetings, conferences and where the booking should not show on the student timetable.
Teaching room bookings
Search for an available room using the room booking search function.
Before using a lecture theatre, new lecturers must attend a lecture theatre orientation session.
Information and Digital Services provide support for audio-visual equipment in the major lecture theatres.
Video-conferencing, recording lectures and streaming of lecture services are available through Audio-Visual Services.
Useful links and tools
Keeping safe
Emergency evacuation
Please familiarise yourself as soon as possible with the University's emergency warning signals and evacuation procedures for your building. You can watch site specific emergency evacuation videos.
Emergency exit points
You need to know where your emergency exit points from the building are.
It's a good idea to familiarise yourself with exit points in all the buildings or floors of buildings you visit. All offices and classrooms display the emergency procedures for that location.
If you do need to evacuate, you must not use the lifts, you must use the stairs.
If you need help to evacuate, please advise the Chief fire warden as soon as possible, so a Personal emergency evacuation plan can be prepared.
Medical emergency
In the event of a medical emergency:
Contact 000 for an ambulance
AND
Advise security
AND
Contact your local first aid officer
They will be quickest to assist you with the emergency.
Security will meet the ambulance at the campus entrance and guide them swiftly to your location.
Bedford Park security are available for support 24 hours a day on 8201 2880.
Please make yourself familiar with your local First Aid trained staff. Visit WHS to find out what to do in the event of an accident/injury/incident.
All security officers are trained in First Aid and are available to assist after usual business hours.
Medical help is also available from Flinders Health Service.
The University is committed to the proper management of work health, safety and welfare and aims to provide a safe and healthy workplace for its staff, students, contractors and visitors by having a planned and systematic approach to the management of work health, safety and injury management.
The Work health, safety and injury management page displays important information and policies you should familiarise yourself with. Some of these include the Work Health and Safety Policy, children on campus, smoking, drugs and alcohol on campus, working in hot conditions, electrical safety, manual handling, event safety, dealing with snakes, wasps and bees and avoiding slips, trips and falls as well as other health and well-being links.
Your supervisor will go through the WH&S induction checklist with you on your first day, and explain any local area hazards to you. Both you and your supervisor need to sign this form and your supervisor will keep the form on file.
For more information, visit the WH&S contacts page. You can also find out about WH&S training and your local Health & safety representatives.
It is important you know how to contact security when required.
Bedford Park
Security Officers are available 24-hours a day, 7 days a week via the hotline telephones around campus or by calling on an internal phone on x12880 or via mobile (08) 8201 2880.
You can also contact Security for non-emergencies via email: security@flinders.edu.au
- The phone number for security is recorded on the back of your staff card
- Security hotline phones are located throughout campus
- Some lift phones connect direct to Security, others connect to the lift service hotline who will contact Security
For further security information visit the security webpage.
Tonsley
(08) 8201 2880 - use this number to contact Security (24/7).
Please note Security patrol the premises regularly. To arrange for after hours building access or access to controlled areas please contact Security at Bedford Park.
City Campus at Festival Plaza
Flinders Security Officers are available 24-hours a day via:
- Phone: (08) 8201 2880 this number is located on the back of your student / staff ID
- Email: security@flinders.edu.au
In an Emergency dial 000
Security officers will be onsite:
- Monday to Friday, 6:30am to 10:30pm ensuring coverage half hour before and after weekday operating hours of the City Campus.
- Saturday to Sunday, 7:30am to 6:30pm ensuring coverage half hour before and after weekend operating hours of the City Campus.
A walking Security Escort Service is available daily.
One Festival Tower has security services on-site 24 hours a day, 7 days a week located in the car park entrance, as well as an extensive CCTV camera network which delivers high quality monitoring throughout the precinct, car park, lifts, and lobby areas. There are roaming guards in both One Festival Tower and the car park area.
Remember to:
- Park in the correct area
- Close all the windows
- Lock your car
- Take all valuables with you or place them out of sight
- If you are working late, consider moving your car to a well-lit area, closer to your building, before it gets dark
- Use well-lit areas when walking around at night and walk with someone else if possible
Remember: Security are available to escort you safely to your car if required
Some general tips to ensure your safety while you are on campus:
- Ensure you carry your staff ID card with you all times
- Notify Security if you are working alone after usual business hours
- Lock your office whenever you leave it
- Lock away bags and valuables if you have a lockable drawer or filing cabinet
- Do not leave laptops or other valuable items on your desk when they are not in use
- Phone Security if you ever feel threatened or you witness something you consider is suspicious
Occasionally snakes are sighted on campus. It is important that we respect our environment and know what to do if we see a snake.
Complete the online training, Snake awareness at Flinders, to improve your understanding of snakes, where you may see them and what to do if you encounter one.
University policies and procedures
When you begin a new job it can be overwhelming to be faced with the wide range of policies and procedures.
To assist you, University policies and procedures have been collected in a single library, and sorted by domain.
Explore the Policy Library and locate the entries that are most relevant to you
Useful links and tools
Working with integrity
All staff are responsible for complying with copyright laws by making sure text, images, music, videos and any material being used for teaching, research, or other university business (including event planning and digital communication is done in accordance with information provided on the Copyright at Flinders site.
Contact copyright@flinders.edu.au if you require further guidance on appropriate use of copyright material.
Under the ESOS Act, the University is required to comply with the standards and requirements of the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students. View the ESOS compliance page for further details.
To ensure you comply, you need to:
- Use the University's CRICOS Provider Registration Number on all communication. The University's CRICOS number is 00114A and it must appear as part of your email signature, on business cards and stationery.
You can view a compliant email template via: Email Signature Guidelines
Ensure the advice provided to international students meets the requirements of this Act
- Contact Flinders International to obtain advice about marketing and promoting courses for prospective international students
When providing advice to international students remember:
- International students on a student visa must study one face-to-face topic in each formal study period and can only complete 33% of their Flinders University units by distance or external mode.
- Students on a student visa must complete their degree within its normal duration – so they must study on a full-time basis, except where:
- There are documented circumstances which prevent them from studying full-time (eg medical condition), or
- Where granting of credit for prior study, their program of study has an occasional semester with less than a full-time load, or
- Owing to occasional topic failure, they don’t meet pre-requisites and can’t enrol full-time.
For all advice and authorisation on variations to international students’ study plan or study load, email International Compliance: international.compliance@flinders.edu.au
The social media guidelines highlight the need to keep your personal views and any posts you make on behalf of the University separate.
Be clear in your personal posts that you are sharing views as an individual and not acting in a professional capacity for Flinders University.
Remember, anything you post via social media becomes part of the public domain. Consider the impact a post may have on your colleagues, students, research partners, or past and future employers.
Teaching staff should consider the pros and cons of providing students with access to their social media accounts (eg friending on Facebook).
LinkedIn or Twitter may be better options for professional activities.
View the social media page for more information and guidelines.
The University is required to comply with the Freedom of Information (FOI) Act (South Australia, 1982). The act encourages transparency and understanding of decision-making at all levels and recognises the rights of individuals to access information.
The University has put in place a range of mechanisms to ensure compliance with the FOI Act.
View the webpage via the link: Freedom of information
All members of the University community, including officers, employees, students, contractors, volunteers and visitors should report conduct that is against the University's or the public interest and will receive protection as whistleblowers in accordance with the University’s Whistleblower Statement and Procedures and the Whistleblower Protection Act 1993 (SA).
View the whistleblowers page for further information.
The University is required to comply with the State Records Act 1997. The act encourages transparency of University actions and understanding of decision-making at all levels through good recordkeeping, and sets down legal requirements for managing University information.
The University has put in place a range of mechanisms to ensure compliance with the act.
View archives and records management for further information.
Need further help?
Contact the Organisational Development & Diversity team
Sturt Rd, Bedford Park
South Australia 5042
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CRICOS Provider: 00114A TEQSA Provider ID: PRV12097 TEQSA category: Australian University